What Happens to Your Medical Records After You Submit Them
Once you send your medical evidence to Social Security, it goes to a state agency called the Disability information Services (DDS), not to Social Security itself. This is the critical step most people don't know about. Your file sits with DDS for weeks while a team of people — a disability examiner and a medical or psychological consultant — reads through every document you submitted and requests additional records from your doctors.
The DDS does not make a final decision on its own. Instead, it builds a medical case file and sends a recommendation to Social Security. Social Security then reviews that recommendation and issues the official approval or denial. This two-step process is why the medical portion takes longer than you might expect, even when your evidence seems straightforward.
The timeline varies by state and by how complete your initial submission was. If you included recent treatment records and test results, DDS may finish its review in 60 to 90 days. If your records are old or incomplete, DDS will request more from your doctors, which can add 30 to 60 days to the process.
Key Takeaways
- Your medical records go to your state's Disability information Services, not directly to Social Security, and a disability examiner and medical consultant review them together.
- DDS will request additional records from your doctors if your initial submission is incomplete or if the records are more than a few months old.
- The medical review typically takes 60 to 120 days depending on your state and how quickly your doctors respond to record requests.
- You can call DDS to check the status of your file, but you cannot speed up the medical review itself.
- If DDS denies your claim based on the medical evidence, you have the right to appeal and submit new or updated medical records at that stage.
What Medical Records DDS Actually Needs
DDS looks for specific types of evidence: treatment records from your doctors, test results (imaging, lab work, psychological testing), and statements from your treating physicians about what your condition prevents you from doing. A statement that says "the claimant has severe arthritis" is not enough. DDS needs to see the actual examination findings, X-ray results, and a doctor's statement about your functional limitations — what you cannot lift, how far you can walk, how long you can sit.
If you submitted your initial claim with only a few recent doctor visits, DDS will send requests to all the providers you listed. These requests are called Consultative Examination (CE) requests if DDS needs to schedule a new exam with a doctor Social Security pays, or they are straightforward record requests if your own doctors have the information. Your doctors have 10 business days to respond, though many take longer.
The most common delay happens here: your doctor's office receives the request, files it in a pile, and takes weeks to pull your chart and send it. You can speed this up by calling your doctor's office yourself, mentioning that Social Security has requested your records, and asking them to prioritize the request. Provide them with the fax number or address from the DDS letter.
How DDS Evaluates Your Medical Evidence
The disability examiner at DDS reads your entire file and creates a summary of your medical history, treatments, and test results. Then a medical consultant (a doctor or psychologist who works for DDS, not your own doctor) reviews the same evidence and writes an opinion about whether your condition meets Social Security's definition of disability. This opinion is called the Residual Functional Capacity (RFC) assessment.
The RFC is a detailed description of what you can still do physically and mentally despite your condition. It might say something like: "The claimant can sit for six hours in an eight-hour workday, stand for two hours, lift up to 10 pounds occasionally, and cannot climb ladders or work at heights." This RFC is the foundation of the decision. If the RFC says you can do your past work or other work that exists in the economy, DDS will recommend a denial.
DDS does not contact you during this review unless it needs clarification or additional records. You will not have a phone call or meeting with the examiner or consultant. The decision comes in the mail after the review is complete.
When DDS Requests a Consultative Examination
If your medical records are incomplete or outdated, DDS will schedule you for a Consultative Examination (CE) with a doctor or psychologist it pays. This is not your own doctor — it is a provider Social Security contracts with in your area. You will receive a letter in the mail with the appointment date, time, and location. The appointment is usually within two to four weeks of the letter.
You must attend the CE. If you miss it without rescheduling, DDS may deny your claim based on failure to cooperate. If you cannot make the appointment, call the number on the letter and ask to reschedule. The CE doctor will perform a basic exam or interview, review your medical history, and write a report that goes into your file. This report becomes part of the evidence DDS uses to make its decision.
The CE is not a thorough evaluation like a visit to your own doctor. It is a snapshot exam designed to fill gaps in the medical record. Do not expect the CE doctor to spend an hour with you or to order new tests. Bring any recent medical records or test results you have, and be prepared to describe your symptoms, limitations, and daily activities in detail.
How Long the Medical Review Actually Takes
The timeline depends on several factors: how complete your initial records were, how quickly your doctors respond to requests, whether a CE is needed, and your state's DDS workload. Here is what to expect:
| Scenario | Typical Timeline |
|---|---|
| You submitted recent, complete medical records with your initial claim | 60 to 90 days |
| DDS needs to request records from your doctors | 90 to 120 days |
| DDS schedules a Consultative Examination | 120 to 150 days |
| Your doctors are slow to respond to record requests | Add 30 to 60 days |
These are estimates, not guarantees. Some states process faster, and some slower. You can call your state's DDS office to ask for a status update, but they cannot tell you an exact decision date. They can tell you whether your file is still under review, whether a CE has been scheduled, or whether a decision has been made.
What to Do If Your Medical Records Are Incomplete
If you know your medical records are old or sparse, you can submit additional records yourself before DDS requests them. This can speed up the process. Send copies (not originals) of recent doctor visits, test results, hospital discharge summaries, or treatment notes directly to your local Social Security office or to the DDS office in your state. Include a cover letter with your name, Social Security number, and a brief note explaining what you are submitting and why.
Do not wait for DDS to ask. The sooner complete medical evidence is in your file, the sooner the review can finish. If you are currently in treatment, ask your doctor to send a recent progress note or statement about your functional limitations. If you have had recent tests, get copies and submit them. The more current and detailed your medical evidence, the less likely DDS will need to schedule a CE or request additional records.
Keep copies of everything you submit for your own records. Write down the date you sent it and the method (mail, fax, in person). If you submit records in person at the Social Security office, ask for a receipt or confirmation that they received it.
What Happens After DDS Completes the Medical Review
Once DDS finishes its review and writes its recommendation, the file goes back to Social Security. Social Security reviews the DDS recommendation and the medical evidence one more time, then issues an official decision letter. The letter will say either that your claim is approved or denied. If approved, it will state your benefit amount and when payments begin. If denied, it will explain which Social Security rules your condition did not meet and tell you how to appeal.
The entire process from submission to decision letter typically takes four to six months, though it can take longer if records are hard to obtain or if your case is complex. You will receive the decision by mail. Do not expect a phone call.
Frequently Asked Questions
Can I call DDS to ask them to hurry up with the medical review?
No. DDS cannot speed up the medical review process. You can call to ask for a status update — whether your file is under review, whether a CE has been scheduled, or whether a decision has been made — but the timeline itself is set by the workload and the time it takes doctors to respond to record requests. The best way to avoid delays is to submit complete, recent medical records with your initial claim.
What if my doctor will not send records to DDS?
Call your doctor's office and explain that Social Security has requested your medical records as part of a disability claim. Ask them to send the records to the fax number or address on the DDS letter. If they still refuse, call your state's DDS office and report it. DDS can sometimes contact the doctor directly or schedule a Consultative Examination with a different provider instead.
Do I have to attend the Consultative Examination?
Yes. Missing a CE without rescheduling can result in a denial of your claim. If you cannot attend the scheduled appointment, call the number on the letter when ready and ask to reschedule. If you have a medical reason you cannot attend, explain it and ask whether the exam can be done by phone or video instead.
Can I submit new medical records after DDS has already started the review?
Yes. You can submit additional records at any time during the review. Send them to your state's DDS office with a cover letter that includes your name, Social Security number, and a note explaining what you are submitting. New records will be added to your file and reviewed before a final decision is made.
What if I disagree with the medical consultant's opinion in the DDS file?
If your claim is denied, you have the right to appeal. During the appeal, you can submit new medical evidence, including a detailed statement from your own doctor that contradicts the DDS medical consultant's opinion. The appeals process gives you a chance to present additional medical evidence that may not have been available during the initial review.